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Data Administration

Data Warehouse Implementation 9/25/01

DW Current Resources
Server - IBM RS6000 S7A with 4 engines, 4GB memory,
200GB disk space, running AIX 4.3.0.

Data 100GB disk space used to house FRS, FES, HRS and
SIS Oracle extracts. This is essentially a data dump of the IDMS data, and views still need to be created.


DBA - Henry 80%, Song 20%, Short 10%, Chen 10% DA - Kisil 70%, Cheesman 50%, Claunch 50%, Carter 100%

DW Tasks

DBA Extract data, design Oracle DB, load data, and production support (i.e. monitor system and DB performance, enforce security, schedule backups, etc.) Data Administration User interface, develop requirements document for all DW projects, evaluate data quality, create DB views, develop specialized reports, test, train users, and coordinate projects. Both Infrastructure design (with Systems staff), and tool evaluation (ETL, OLAP and desktop reporting) with help from the C/S group.

Where are we now?

Data Inventory
Element names, formats, and definitions FRS, FES, HRS and SIS

SAS Data Mining Software Source Data

IDMS Sybase

Data Staging Area

Oracle Extract of FRS, FES, HRS, and SIS No cleansing

Software purchased Planning implementation

Where do we want to be in three years?

Ad Hoc and Operational Reports Tell me what happened and why?

Ad Hoc Query Repository

Copy of Source Data Operational Daily Updates All Elements Minimum Number of Years of Data

Tell me what happened?

OLAP Server

Operational Data
IDMS Oracle Sybase Tell me what may happen, or what is interesting?

Metadata SAS Data Mining Server

Data Staging Area

Extract Data Transform Data Quality Assurance Create Metadata

Data Mart #1
Cleansed Subset of Detail Data Subset of Summary Data Multiple Years of Data Periodic Updates Strategic

Data Warehouse

External Data
Census Data, Benchmark, Salary Surveys, Economic Data

Course Management Subset of DW Summarized in specific manner Tactical

Data Mart #2
Resource Management

Data Mart #?

Give me information to help me achieve specific goals!

Components of a Decision Support System

What is a Decision Support System


High Level Summarized Data For Top Executives

(Pre-programmed DASHBOARD)

Data Mart

Addresses Specific Subject Area

Data Warehouse

Collection Of Integrated Subject Oriented Databases (Historical)

Operational Data Store

Time-Current, Integrated Databases

(Tactical-Power Users)


How do we get there?

Educate users. Develop detailed requirements documents, including Information Value Chains for all goals which the DW/DM is expected to address. Data Mart approach. Phased implementation. Additional resources.

Educate Users
Basics What is a Data Warehouse? Create a
single-source-of-truth. What its not! (All the data, with daily updates and online access.)

Change in culture Lets make better decisions

based on objective analysis of data. Set realistic expectations - No silver bullet. It can help you make better decisions, but you still have to be responsible for implementing those decisions. Focus on institutional goals What is it we need to achieve? What metrics do we need to evaluate our progress in attaining goals?

Importance of business sponsors Make timely

business decisions and support IT requests for additional funds.

Course Management (I.V.C.)

Business Functions and Goals
Optimize course offerings to meet student need.

Improvement Opportunities
Increase number of high demand courses/sections Increase maximum enrollment in sections Eliminate or reduce frequency of low demand courses Improve course meeting patterns and delivery mode

Performance Measures

# and % decrease of students who do not get any section of the course requested # and % decrease of low demand courses # and % increase in enrollment % usage of classroom capacity % decrease in length of time to graduate # and % increase in courses taught through preferred mode

Business Questions
What are the characteristics of high/low demand courses? What characteristics of the student are related to demand? What courses can be eliminated? Which courses should/can be moved to smaller/larger facilities? What impact does the meeting time and location have on demand? What improvements can be made with/without additional money?

Data Model
College Budgets Facilities Course Demand Courses Available Faculty Degree Reqs. Student Defines Data Mart/ Warehouse

Enrollment Economic Data (American Management Systems, Inc.)

Enrollment Management (I.V.C.)

Business Functions and Goals
Increase student enrollment

Improvement Opportunities

Increase student retention Increase number of new students Increase number of transfers

Performance Measures

# and % increase of returning, new and transfer students by term # and % increase of applicants to college eligible by KY county # and % increase of admits to applicants # and % increase of enrollments to admits Ratios and % increase for FT/PT, Res/Non-Resident

Business Questions
What are the characteristics of students who do/do not return? What are the characteristics of students who apply, but do not enroll? What are the characteristics of students who do/do not transfer? What policies or practices could affect these student outcomes? What are the external factors affecting our enrollment?

Data Model
KY Population Data Financial Aid

State Aid Programs Data


Student Defines

Data Mart/ Warehouse

Economic Data Course Demand

(American Management Systems, Inc.)



DW Subject Areas

Course Management DM Subject Areas Accounts (dollars for faculty and supplies) Assets (facilities and equipment) Benchmark Data (what and when courses offered, degree requirements) Courses (meeting pattern, teaching mode, requirements) Department/College (who owns the course, degree offered and requirements) Economic Data (salary and demand by profession) Faculty (distribution of effort, availability to teach) Faculty Applicants (who and how many) Population Data (who, where and what volume) Staff (instructional support) Students (classification, course demand)

Enrollment Management DM Subject Areas Accounts (dollars for services, financial aid) Assets (facilities and equipment, housing) Benchmark Data (enrollment patterns) Courses (meeting pattern, teaching mode, requirements, professor) Department/College (who owns the course, degree requirements, degrees offered) Economic Data (general condition of economy, hot professions) Faculty (quality, student evaluations) Population Data (who, where and what volume) Staff (instructional support, student service area) Students (demographics, course demand, GPA) Student Prospects (demographics, contacts) Student Applicants (demographics, contacts)

Project Schedule
Phase I, 2001-02 Infrastructure & Planning Phase II, 2002-03 Phase III, 2003-04
Creation of Additional Data Marts Creation of Additional Data Marts

Phase I Infrastructure and Planning (2001-2002)

1) 2) 3) IDMS Data Dump to Oracle 100% complete. Create Views for Data Dump (Ad Hoc Reporting Repository) - Target completion 3Q 01-02. WebFOCUS Implementation Target completion

5) 6)

Data Mining Tools for IR staff Purchased, and

planning installation. Target installation completion 12/1/01.

Establish Enterprise Standards for Key Data

Analysis and recommendations are ongoing.

Identify and Prioritize Data Mart Development Ongoing work with Data Stewards.

Phase I Infrastructure and Planning (2001-2002) (Continued)

7) Select Desktop Reporting Tools Preliminary
evaluation beginning by DA, DBA and C/S staff. Selected tool(s) will be the IT standard and supported by our staff. Target completion 1/1/02. Choices:
Crystal Reports Infomaker SAS WebFOCUS Cognos


Select ETL Tools Preliminary comparison, and funds

will be requested for 02-03. Choices:
Ascential IBM Informatica Oracle SAS

Phase I Infrastructure and Planning (2001-2002) (Continued) 9)

Develop basic Data Marts and Corresponding DW Functionality

CPE Six years of data loaded in Oracle; SAS testing underway. Target completion 11/1/01. GASB Requirements phase. Target project completion 2/1/02. Course Management DM Requirements phase. Target completion 4/1/02. Enrollment Management DM Preliminary meetings. Data will be added incrementally, with target project completion 1/1/03.

Phase II Creation of Additional Data Marts (2002-2003)

1) 2) ETL Tools Purchase and install by 11/1/02. Create Metadata Will need to be created for the existing Data Marts, as well as the new. Target completion for existing DM 2/1/03. Create Additional Data Marts Complete Enrollment DM by 7/1/03, and start/complete two or more of the following: Department Mgt., Diversity & Equity Initiatives, Grant Management, Research Management and Resource Management (accounts, personnel, etc.). Evaluate OLAP Tools Choices could include Cognos and Essbase. Select tool by 1/1/03, and request funds for 0304. Evaluate External Data Needs - Identify external data needed for the Data Marts, locate source(s), estimate cost and request funds for 03-04. Target completion 3/1/03. Begin Preliminary Development of EIS -Executive Information System.





Phase III Creation of Additional Data

Marts (2003-2004)
1) OLAP Tools Purchase and install by 11/1/03. 2) Create Additional Data Marts Start/complete two or more of the following: Department Mgt., Diversity & Equity Initiatives, Grant Management, Research Management and Resource Management. 3) Purchase and Load External Data - Target completion 7/1/04. 4) Continue Development of EIS - Executive Information System.

New DW Resources
Server (Existing) $84,300 Additional 4 engines and 4GB memory for Data Warehouse Server. Servers (New) Additional servers will need to be purchased for the Ad Hoc Reporting Repository, the Data Staging Area, the Data Mining and/or OLAP tools, and for one or more of the Data Marts. Size, type and cost will vary depending on function. Goal is for remaining servers to be Intel-based to minimize cost. Cost unknown. Storage Additional disk space for DW server, and for other servers using Enterprise Storage System. Exact amounts for online storage and for archiving will be identified during the project requirements phase. Cost unknown.

New Resources (Cont.)

Training $21,200
Infrastructure How do you design a DW environment? Staff Training (TDWI Seminar $7,600 for 2 FTE) Oracle DB Training ($7,200 for 4 FTE) Technical Training Analysis and reporting tools. ($6,400 for 4 FTE) Onsite visits to other universities.

Consulting on Infrastructure Design Covansys,

Gavroshe, Oracle, IBM, etc. Cost unknown.

Staff $140,000 for 2 FTE

DBA 1 FTE (Totally devoted to DW development.) Reporting 1 FTE (Totally devoted to development of the EIS and/or institutional reports from DW environment.)

DW Critical Issues
Personnel Resources Need to keep people focused on DW in
light of competing projects (i.e., Sybase/Omnis Conversion, WWTE, IPP, IDMS maintenance.)

Training IT and users. Consulting Assistance for infrastructure planning. This is new to us! Culture Change Focus on goals rather than data elements. Tell us
what, not how! Value in making decision based on data. Proof of concept.

Requirements Gathering Needs to be thorough, and heavily relies

on timely user decisions. Defining who the users are on any given project could be political.

Budget/Funding For additional hardware, software and people. Business Sponsor The Data Warehouse is not another IT project. It is an enterprise initiative!

Data Administration QUESTIONS?